Toast Payroll: Complete Form I-9

In this Article:

• Form I-9 Sections
• Complete Form I-9 During Employee Onboarding
• Locate and Download Form I-9
• Electronic Form I-9 System Information
• Form I-9 Audit

Form I-9 Sections

Form I-9 consists of three primary sections:

1. Section 1: This is completed by the employee and includes their personal information such as name, address, and Social Security number (SSN), along with their attestation about employment authorization.
2. Section 2: Completed by the employer, it involves verifying and attesting to the employee's identity and work authorization documents.
3. Supplement B (formerly known as Section 3): This section is optional and used for updates such as legal name changes or rehires, needing revisits as changes occur.
   1. When an employee is rehired in Toast Payroll, their rehire checklist calls out the need to revisit their Form I-9 to confirm its accuracy or make updates.

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Complete Form I-9 During Employee Onboarding

1. Employees are prompted to fill out Form I-9 directly from their onboarding checklist during their new hire onboarding. Employees should fill this out within three days of their employment to be compliant. If an employee exists in more than one company code, they should fill out a Form I-9 (and Form W-4, if applicable) in each company code.
   1. They can also find the form directly by navigating to My Profile > Taxes & Documents > I-9. This is how they can edit it in case of an address or name change.
      
      
      
      
2. Employees will complete all questions and fill out all fields on Section 1 of the Form I-9. Select the Form I-9 Instructions link in blue for assistance with filling out the form.
   
   
   
   
3. Once the information is entered, employees will sign the form and attest to the accuracy of the information they provided. 
4. Select the Next button to save this info and return to the onboarding checklist.
5. After employees have completed their onboarding checklist, employers will be tasked with Section 2 of the Form I-9. They should navigate to the employee's profile > Taxes & Documents > I-9 and select Edit. Select the blue Instructions button at the top for guidance from the USCIS.
   1. You can upload any supporting documents or materials by selecting the Document Library tab, selecting Add +, and following the steps in Toast Payroll: Upload a File to an Employee's Document Library. Toast strongly recommends keeping these supporting documents or materials on-file within your business, but they do not need to be uploaded to Toast Payroll.
   2. New hires with the HR+ security role will not be able to complete Section 2 of their own Form I-9 based on IRS guidelines. Another HR+ user will need to complete this section for them.

There is no way to un-verify, delete, or remove an I-9 once you’ve completed these steps. However, you can update a previously verified form by navigating to the employee profile and selecting Taxes & Documents > I-9, scrolling down to Section 2, and selecting Edit.

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Locate and Download Form I-9

Once an employee has been fully onboarded, a copy of the Form I-9 can be downloaded. To find an employee's Form I-9, navigate to the employee's profile and select Taxes & Documents > I-9, then select the Download button at the top of the page.

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Electronic Form I-9 System Information

From time-to-time, employers may be asked to provide certain information about the electronic Form I-9 system they use. The information requested may include:

• The name of the system
• The internal business practices/protocols related to the generation of, use if, storage or, security of and inspection and quality assurance programs for, your electronically generated/modified/stored Form I-9s.
• The indexing system identifying how electronic information contained in the Form I-9s is linked to each employee.
• Documents describing the system used to capture electronic signature, including the identity and attestation of the individual signing the Form I-9.
• The audit trail for each electronically generated/modified/stored Form I-9.

If you need information regarding the above, please contact Customer Care by selecting the blue chat button in the lower-right corner of any Toast Payroll page.

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Form I-9 Audit

In the event of a Form I-9 audit, or if you are otherwise seeking a Form I-9 audit trail, please contact Customer Care by selecting the blue chat button in the lower-right corner of any Toast Payroll page.

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This content is for informational purposes and is not intended as legal, tax, HR, or any other professional advice. Please contact an attorney or other professional for advice.